Adding an Entry enrollment to a Client Record

Introduction

In Minnesota's HMIS, a participating program creates an Entry/Exit to track when a client was engaged with the program, and to manage the information that gets pulled into reports for program funders.

Data Entry Steps

1. Create a New Entry/Exit. Add a new Entry/Exit to document when a client was engaged with your program.
2. Complete the Entry Assessment. Enter data that is used to coordinate client services and to inform funders about who is being served by your program.

Create a New Entry/Exit

In a client's record, add a new Entry/Exit to document when the client was engaged with your program.

1. Click on Enter Data As and select the provider that is offering assistance to the client.
   
   

   PLEASE NOTE: Skipping this step or choosing the wrong data entry provider can prevent you from locating existing client records or saving a new record with the proper level of visibility.

2. Open the client's record in ClientPoint. If your program is serving a household, open the Head of Household's record.
3. In the Back Date Mode pop-up window, enter the client's date of entry into your program and select Set New Back Date. If the client entered your program today, you can select Use Current System Date instead.
   
   Screenshot: Setting a new back date (B) will temporarily change the system date (A). When you create a new Entry/Exit, the back date you selected will automatically populate the Project Start Date field. A new back date can be set by clicking on the Back Date option found in the top right corner of the screen.
4. Click on the Entry/Exit tab, then select Add Entry/Exit to open the Project Start Data window. Make the following selections in that window:
   
   1. HOUSEHOLD MEMBERS: Check the box next to the name of every household member being served by your program.
      
   2. PROVIDER: The name of your program should be displayed here by default. If it is not, do not manually select the correct value: Instead, confirm that you have selected the correct provider from the Enter Data As menu.
   3. TYPE: Select the correct type for your program.
   4. PROJECT START DATE: Enter the date that your program first began serving the client. Check out HUD's HMIS Data Standards for more information about what Project Start means for different project types.
5. Click on Save & Continue to proceed to the entry assessment.

Complete the Entry Assessment

Enter data that is used to coordinate client services and to inform funders about who is being served by your program.

1. Fill out the entry assessment as accurately and completely as possible, paying special attention to the following:
   1. HELPER TEXT: Check section headers for information about the data being collected, including guidance on which clients require an answer to be entered.
   2. EXISTING INFORMATION: If a client has worked with other HMIS-participating agencies, data may already appear in their assessment. Review any existing assessment data and update information that is no longer accurate.
      
      Screenshot: When updating a sub-assessment that already contains information, indicate that a row is outdated by entering an End Date. That End Date should be the day prior to your row's Start Date.
   3. HOUSEHOLD MEMBERS: Switch to another household member's assessment by selecting the client's name in the Household Members menu. Your program's assessment may have questions that need to be answered for specific household members.
   4. NO ASSIGNED ASSESSMENT: If instead of assessment questions you see the message "No entry assessment has been specified for this provider", the incorrect entry type was selected when the Entry/Exit was created. See the article Changing a Provider Entry Type for instructions on correcting this issue.
2. Select Save & Exit at the bottom of the assessment when you are finished entering data.